NSE Project End User Training Tcard Reconciliation and Processing Lecture Session Notes October 2007 Version 2

2 Agenda / Contents Business Process Overview Slide 3 Tcard Reconciliation: Slide 9 –Simple transaction –FBT applicable transactions –Splitting Lines Budget CheckingSlide 21 Printing StatementsSlide 22 DisputesSlide 24 messages Slide 27 Reconciliation and Checking OptionsSlide 28 Next stepsSlide 32

3 Finance AP Business Process Overview Load Statements into NS Finance Validate transactions Reconcile transactions Budget Check transactions At end of statement period : Print Statement Reconciler Cardholder or nominated proxy NS Finance Tcard Module Transaction description in Comments Business Purpose Expense Type – account code defaults Other chartfields GST code – defaults FBT calculation Are these my transactions ? If not, do I dispute the transaction? We’ll show you how to do these tasks! All transactions must be: -Approved or Closed -Valid budget check -Valid combination edit

4 Cardholder Manual Step Business Process Overview Attach receipts etc to statement Check and Sign statement At end of statement period : Print Statement Do I need FBT Declarations or Travel Diaries? Cheque for private use Expenses in statement are correct Expenses for UNSW business and within policy Cheque attached for private use All receipts and tax invoices attached Travel diary where required FBT declaration where required

5 Cardholder Supervisor Manual Step Business Process Overview Y Check statement and receipts Sign statement Approve? N Send statement and receipts to Finance AP in special purpose blue envelope Document reasons on statement Identify transactions with issues Take statement to your supervisor or manager Cardholder Manual Step Take corrective action This could include: Journal entry to correct coding Repayment of personal spend

6 Cardholder Supervisor Manual Step Business Process Overview Check and file statements: Signed? Receipts? Full compliance check of sample of statements Tax audit Signature verification Finance AP Send statement and receipts to Finance AP in special purpose blue envelope Only send statements when fully reconciled and documented If you cannot complete reconciliation advise that you are holding the statement until

7 Due Dates Reconcile within 14 days of end of statement period Statements and receipts etc must be received by Finance AP within 21 days of end of statement period If not reconciled within 35 days of the end of the statement period the card will be suspended If you have a problem let

8 Business Process Overview Y Load Statements into NS Finance Validate transactions Reconcile transactions Budget Check transactions At end of statement period: Print Statement Attach receipts etc to statement Sign statement Check statement and receipts Sign statement Approve? Take corrective action N Send statement and receipts to Finance AP in special purpose blue envelope Check and file statements Full compliance check of sample of statements Finance AP Reconciler Cardholder or nominated proxy NS Finance Tcard Module Cardholder Supervisor Manual Cardholder Manual Transaction description Business Purpose Expense Type – account code defaults Other chartfields GST code – defaults FBT calculation Document reasons on statement Identify transactions with issues This could include: Journal entry to correct coding Repayment of personal spend

9 Tcard Reconciliation Menu Path: Purchasing > Travel Card > Reconcile > Reconcile Statement Hmm, the menu name has changed

10 Tcard Reconciliation Please ensure you select the cardholder to process by selecting the EmplID. If you leave the employee blank you may find budget checking is very slow.

11 Tcard Reconciliation Hmm, these are new Hint: Click the check box for the line you want to reconcile Work from left to right across page for each transaction Look at this, the layout is simpler

12 Business Purpose/Expense Type 1.Select the business purpose that best represents the transaction 2.Select the expense type

13 Line Comments These are the same as before Hint: the more detail you provide the better the information the system can provide For disputed transactions: Include the reason for the dispute in the Line Comments

14 Distribution Account Code Defaults from Expense Type We can default other chartfields Hint: 1. Use SpeedChart to enter Fund, Dept and Project 2. Always check defaults and hit OK

15 GST GST will default based on currency and Expense Type. This transaction is in USD and FRAO has defaulted Even though GST defaults check that the GST is correct for the transaction

16 FBT FBT wizard will appear for all FBT applicable expense types. This will do the calculation, but you still need the raw information about the transaction, ie be able to answer the questions

17 Splitting Lines Split lines when transaction contains: 1.Multiple GST treatments such as a supermarket docket 2.Personal expenses as well as UNSW expenses No need to split lines for multiple departments, funds or projects, split distribution instead

18 Splitting Distributions Split distribution when transaction is to be charged to more than one combination of chartfields Use + at end of line Nominate number of lines to insert FBT needs to be recalculated manually if distribution needs to split Note: all lines must have same GST code

19 Splitting Distributions 1.Change amount or percent 2.Click + button 3.Select number of lines to insert 1 2 3

20 Splitting Distributions 4. Check amounts 5. Enter required chartfields 45

21 Budget Checking Status must be verified or approved Budget check single or multiple lines Budget check on save option

22 Printing Statement Menu Path: Purchasing > Travel Card > Reports > Print Tcard Statement Hint: Statements can be printed at any time. They provide a good record of transactions

23 Printing Statement 1.Select cardholder 2.Select billing date of statement to print

24 Disputes

25 Disputes Remember to include reason for dispute on line comments Transaction marked as disputed on statement Finance AP will notify Westpac

26 Disputes When a credit is received for a disputed transaction update the credit received checkbox on disputes page Hint: to access closed transactions use Statement Status of Closed when searching for the statement

27 Messages The following s may be issued after a certain number of days after the end of the statement period: 7 days: Reminder that transactions need to be reconciled 14 days:Reminder that reconciliation is now due 21 days:Reconciliation overdue 28 days:Suspension is now imminent – your manager gets this one! 35 days:Card suspended – your manager gets this one too! Remember, if there is a problem with the reconciliation advise that you are holding the statement. The 21, 28 and 35 day s will not be sent and your card will not be suspended

28 Reconciliation & Checking Options Option 1: Reconcile and Verify Reconciliation by cardholder or proxy Transaction checked and verified by second person Option 2: Full Reconciliation Reconciliation by cardholder or proxy No checking prior to statement print

29 Reconciliation & Checking Options Option 1: Reconcile and Verify Staged Reconcile transactions Verified Budget Check transactions Verified Valid Check or verify transactions Approved Reconciler – cardholder or proxyChecker To change to this option contact

30 Reconciliation & Checking Options Option 2: Full Reconciliation Staged Reconcile transactions Budget Check transactions Approved Valid Approved Reconciler – cardholder or proxy

31 Sending Statements to Finance AP Use the blue envelope If you cannot finalise a statement please contact or extension and they will record that you are holding the

32 Next Steps Undertake Tcard UPK course - now available Classroom courses now available if you feel you need more training NS Finance has now been updated All card transactions will be processed the new way November statement is the first to be sent to Finance (in early December)